Executive Assistant

Company: FlexOS Global Pte. Ltd.
Location: San Francisco
Posted on: November 12, 2024

Job Description:

Job CategoryCorporate FunctionsJob DetailsAbout SalesforceWe're Salesforce, the Customer Company, inspiring the future of business with AI + Data + CRM. Leading with our core values, we help companies across every industry blaze new trails and connect with customers in a whole new way. And, we empower you to be a Trailblazer, too - driving your performance and career growth, charting new paths, and improving the state of the world. If you believe in business as the greatest platform for change and in companies doing well and doing good - you've come to the right place.Department DescriptionSalesforce Executive Assistants (EAs) are experienced professionals who support our top executives globally. As strategic partners, they maximize the productivity of our leaders and their teams ensuring they stay focused on company goals while exemplifying Salesforce's values and high-performance culture. Salesforce EAs apply their skills and tailor their approach to the executive's job functions, personality, and communication style. Salesforce's diverse, supportive culture is eager to welcome another strong contributor to our expanding team.Role DescriptionWe seek a proactive and highly organized Executive Assistant (EA) to support the Chief Operating Officer (COO) in our Global Professional Services business. As a key partner to the COO, you will manage complex schedules, coordinate high-level meetings, and handle sensitive information with discretion. You will work closely with the Principal Executive Assistant to the Executive Vice President (EVP), and other EAs supporting senior leaders across the organization.Your ImpactSalesforce EAs partner closely with their executives, acting as an extension of their leadership to support and enhance their brand and work, ensuring mutual success. This is an opportunity to work alongside individuals who are united by a strong sense of teamwork, service, and excellence. The ideal candidate thrives in a fast-paced environment, can anticipate the COO's needs, and excels at balancing multiple priorities. Strong communication, project management, and relationship-building skills are essential, as is the ability to adapt to changing priorities and work effectively with cross-functional teams. This role offers an opportunity to be a critical partner in driving the success of the COO and the Global Professional Services organization.Core Responsibilities

• Partner with the COO to learn preferences and priorities for customized calendar and meeting support.
• Manage the COO's complex calendar across time zones, ensuring prioritization and productivity.
• Assist in preparing agendas, taking minutes, and following up on action items.
• Plan and book travel schedules, ensuring seamless travel experiences aligned with both business objectives and executive preferences.
• Prepare timely and accurate expense reports while adhering to company policies.
• Support COO-led initiatives, collaborating with multiple stakeholders, managing cross-functional projects, and tracking progress.
• Lead or participate in event planning, including large-scale in-person and virtual events.
• Develop strong relationships across the organization to facilitate communication and coordination between the COO and other leaders. Serve as a liaison with internal and external stakeholders.
• Anticipate the COO's needs, offer solutions to enhance time management, and reduce "noise" by focusing on key priorities.
• Provide support to other administrative professionals, including backing up the Principal Executive Assistant and their coverage of the EVP when required.
• Handle sensitive and confidential information with professionalism.
• Exercise sound judgment in handling executive requests and making decisions on behalf of the COO when necessary.Minimum Requirements
  • Minimum of 3+ years of experience supporting senior executives, ideally in a global function and/or customer-centric environment.
  • Demonstrated ability to manage complex schedules, coordinate multiple priorities, and communicate effectively.
  • Proven experience coordinating and supporting multiple projects or events, with the ability to follow up on action items and provide guidance as necessary.
  • Advanced knowledge of internal tools like Google Suite (GCal, Docs, GMeet), Slack, Quip, Salesforce, and expense management tools like Concur and Coupa. Ability to adapt quickly to new technology and champion the use of new tools across teams.
  • Strong verbal and written communication skills with internal and external stakeholders. Ability to tailor messaging to different audiences and offer diplomatic and clear communication. Communications are clear, thorough, and specific, with attention to follow-through.
  • Demonstrated ability to establish trust with senior executives and maintain confidentiality. Strong judgment in setting priorities and making decisions on behalf of the executive when needed.
  • Experience managing executive travel logistics, including complex itineraries, and adherence to travel policies. Ability to prepare timely and accurate expense reports.
  • Ability to manage multiple projects with varying deadlines and develop efficient personal operating structures. Understanding of dependencies and contingencies, especially in scheduling workflows.
  • Ability to execute administrative tasks with an understanding of deadlines and priorities.
  • A working understanding of the company's structure, strategy, and culture.
  • Ability to support and mentor other administrative professionals.Additional Desired Skills / Traits
    • Customer-centric orientation.
    • Agility and flexibility in response to changing priorities and needs.
    • Ability and willingness to continuously acquire new competencies and accept new challenges.
    • Curiosity and ability to comprehend the global DNA of the company and its organizations.If you require assistance due to a disability applying for open positions please submit a request via this Accommodations Request Form.At Salesforce we believe that the business of business is to improve the state of our world. Each of us has a responsibility to drive Equality in our communities and workplaces. We are committed to creating a workforce that reflects society through inclusive programs and initiatives such as equal pay, employee resource groups, inclusive benefits, and more.Salesforce is an Equal Employment Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status.Salesforce welcomes all.
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Keywords: FlexOS Global Pte. Ltd., Novato , Executive Assistant, Other , San Francisco, California